Conference & Events Sales Coordinator (Part Time)
Love events, hospitality and working with people?
We're looking for a Conference & Events Sales Coordinator to join the team at Culture Quarter.
Based at The Fire Station, you'll be the first point of contact for conferences, meetings, celebrations and private events across our growing venue portfolio. From the initial enquiry through to the event itself, you'll help create exceptional experiences while driving sales and building lasting client relationships.
This is a fantastic opportunity for someone with experience in events, hospitality or sales who enjoys a fast-paced environment, thrives on organisation and loves delivering outstanding customer service.
What you'll be doing
- Turning enquiries into bookings
- Coordinating conferences, weddings and special events
- Working closely with operational and catering teams
- Building relationships with businesses and organisations across the region
- Representing Culture Quarter at networking and industry events
25 hours per week Salary: £18,252 - £20,800 Based at The Fire Station, Sunderland
Join a team that's creating experiences that enrich lives, strengthen communities and transform places.
To qualify - applicants MUST complete the pre-screening questions.
FULL JOB DESCRIPTION:
Job Title: Conference & Events Sales Coordinator
Reports To: Programme & Events Manager
Department: Programme Team
Terms: Permanent, Part-TimeHours: 25 hours per week
Typically, Monday to Friday, approximately 9.30am to 2.30pm.
Flexibility is required to meet clients, attend networking events and support key business events including University Graduations, conferences, hospitality functions and other major activations across the Culture Quarter estate.
Location: Based at The Fire Station, working across The Fire Station, FireSide, The Engine Room, The Dun Cow and other locations as required.
Salary: £18,252 – £20,800 (based on 25hpw) depending on experience
1. Purpose of the Role
To generate and coordinate conference, meeting, hospitality and private event business across the Culture Quarter estate, converting enquiries into bookings and delivering exceptional client experiences from first enquiry to final invoice.
The role is responsible for responding rapidly to enquiries, guiding clients through the booking journey, maximising revenue opportunities and ensuring every event is accurately planned, communicated and delivered.
Working closely with operational, technical, catering and finance colleagues, the Conference & Events Sales Executive will help create memorable experiences whilst ensuring the highest levels of organisation, accuracy and customer service.
The post holder will be responsible for maintaining accurate event information within YesPlan, Culture Quarter's event management system, ensuring all departments have access to up-to-date event details and operational requirements. They will also coordinate restaurant group bookings and festive dining reservations through OpenTable.
The role plays an important part in promoting Culture Quarter as Sunderland's leading live events and hospitality destination, actively identifying opportunities to grow revenue, strengthen client relationships and showcase everything our venues have to offer.
2. Key Responsibilities
A. Conference & Events Sales & Coordination
· Act as the primary point of contact for conference, meeting, celebration and private event enquiries.
· Respond promptly and professionally to enquiries received via telephone, email, website and social media channels.
· Convert enquiries into confirmed bookings through excellent customer service and effective sales techniques.
· Prepare quotations, proposals, contracts and booking confirmations.
· Maximise revenue opportunities through upselling food, beverage, hospitality and technical services.
B. Event Planning & Coordination
· Coordinate events from initial enquiry through to successful delivery.
· Accurately capture client requirements and maintain detailed event records producing detailed event sheets and operational briefs.
· Liaise closely with the Executive Chef, Operations Manager, Technical & Building Manager and other key colleagues to ensure events are delivered successfully.
· Coordinate room layouts, technical requirements, catering arrangements and client expectations.
C. Financial Administration & Commercial Controls
· Request, process and record deposits accurately.
· Coordinate invoicing and final settlements with the Finance team.
· Monitor outstanding balances and follow up professionally where required.
· Maintain organised records of contracts, invoices and event documentation.
· Support reporting and revenue forecasting activities.
D. Restaurant Group Bookings & Christmas Coordination
· Lead the administration and coordination of large restaurant bookings, festive dining and Christmas parties.
· Manage group reservations through OpenTable.
· Coordinate pre-orders, dietary requirements and guest lists.
· Process deposits and pre-payments.
· Upsell drinks packages, hospitality enhancements and additional services.
E. Event Meetings & Continuous Improvement
· Attend and contribute to the weekly Events Meeting each Tuesday.
· Present upcoming event information to colleagues and departments.
· Ensure key operational details are clearly communicated.
· Review completed events and identify opportunities for improvement, capture feedback and lessons learned.
F. Business Development & Networking
· Represent Culture Quarter at networking events, exhibitions and business forums when required.
· Undertake market research and identify prospective clients.
· Build relationships with local businesses, public sector organisations, charities and community groups.
3. Person Specification
Essential Experience & Skills
· Experience in event coordination, conference sales, hospitality sales or a similar commercial role.
· Strong customer service, communication and relationship-building skills.
· Highly organised with excellent administrative skills and attention to detail.
· Able to manage multiple priorities and work effectively both independently and as part of a team.
· Commercially aware with confidence identifying and converting sales opportunities.
- Confident using IT systems, including CRM, booking or event management software.
Desirable Experience & Skills
· Experience within hospitality, events, visitor attractions, theatres, hotels, conference venues or stadiums.
· Experience selling conferences, meetings, celebrations or corporate events.
· Experience using systems such as YesPlan, OpenTable or similar platforms.
· Knowledge of hospitality operations and catering requirements.
· Experience working across multiple venues.
· An established network within the North East business community.
Personal Qualities
· Warm, professional and approachable.
· Positive, enthusiastic and solutions-focused.
· Organised, dependable and commercially minded.
· Confident building relationships with clients and colleagues at all levels.
· Passionate about delivering exceptional customer experiences and supporting Sunderland's cultural and hospitality sector.
To qualify - applicants MUST complete the pre-screening questions.
Pay: £14.04-£16.00 per hour
Benefits:
- Company events
- Discounted or free food
- Employee discount
Application question(s):
- Please describe a conference, event, meeting or hospitality booking that you were responsible for coordinating from enquiry through to delivery. What was your role and what was the outcome?
- What interests you most about working for Culture Quarter?
Work Location: Hybrid remote in Sunderland SR1 3HA
